ADC 174 

Inclusion of Data Supporting UID of Items in DS 842A/W, SDR, and WebSDR 

1. ORIGINATOR: 

a. Service/Agency: Defense Logistics Management Standards Office (DLMSO)

b. Sponsors:

(1) Supply Process Review Committee, Chair: Ellen Hilert, DLA DLMSO/J-6251, 

703-767-0676 (DSN 427), Ellen.Hilert@dla.mil.

(2) Unique Item Tracking Committee (UITC)/MILSTRAP Chair: Mary Jane Johnson, 

DLA DLMSO/J-6251, 703-767-0677 (DSN 427), Mary.Jane.Johnson@dla.mil 

2. REFERENCES: 

 a. This ADC complements and supports PDC 147A, February 6, 2006, DLMS Unique 

Item Tracking (UIT) Procedures (Supply/UIT). PDC 147A is available from the DLMSO Web 

site at: http://www.dla.mil/j-6/dlmso/eLibrary/changes/proposed.asp. 

 b. UID policy and associated documentation is available at: 

http://www.acq.osd.mil/dpap/UID/.

3. FUNCTIONAL AREA: Primary: Supply

4. REQUESTED CHANGE: 

a. Title: Inclusion of Data Supporting UID of Items in DS 842A/W, SDR, WebSDR

b. Description of Change: 

(1) This change updates business processes using DOD WebSDR and the DS 

842A/W to carry unique item identifier (UII) data for unique identification (UID) of assets. 

Component system changes which are required to support the integration of the UII data are 

not identified in this change and must be addressed by the Components. The DLMS and DOD 

4140.1-R, DOD Supply Chain Materiel Management Regulation, provide for unique item 

tracking (formerly called serial number tracking) for specific DOD UIT programs. The 

inclusion of UII data in the DLMS facilitates UIT for those items that fall under the UID 

policy criteria of ‘serial managed’ assets. Inclusion of the data in DLMS is intended to 

facilitate UIT by UII for DOD UIT programs. This usage may be expanded over time by OSD 

policy. 

(2) Both the DOD WebSDR and the transaction exchange support identification 

by any single element or combination of UII, serial number, or batch/lot. This change will 

allow for entry of the UII, serial number and/or batch/lot data elements on the screen or via 
transaction driven interface for multiple discrepant items on a single report. The capability to 

identify the item by NSN, part number, and manufacturer are already available. 

(3) The approved format for the transaction exchange includes UID related data 

content not specifically addressed in this ADC and which is intended for a future 

implementation if needed. 

(4) Component SDR applications which have not been modified to 

accommodate UID information, may request that the SDR e-mail be forwarded concurrently 

with an SDR transaction. Staffing Note: This means that DAASC implementation may be 

independent from Component implementation. If the receiving system is capable of receiving 

the current 842A/W SDR Report or other interface transaction, but cannot handle the UID data 

content, DAAS/WebSDR could send the transaction and an e-mail to the receiving activity; 

thus allowing the UID information to be addressed manually, while automated processing is 

not disrupted for the basic SDR information. DLA has identified a need for concurrent e-mail 

if current format UID information is exceeded (more than one serial number/UII or associated 

dates). This will need to be coordinated at time of implementation. 

c. Procedures: 

(1) Revise DOD WebSDR input screens as follows: 

(a) Replace current entry boxes for lot, batch, and serial number with new 

capability similar to display at Attachment 1. This screen will always appear when a 

discrepancy code from the U__ series is selected. When U__ series discrepancy is identified, 

user must provide either UID information or remarks. UID information is optional for other 

discrepancy codes. The actual design of the screen display will be developed by DAASC. 

Include capability to identify a date associated with each specific item (one of the following): 

Warranty Expiration Date, Shelf-Life Expiration Date, or Date Packed. If feasible, entry should 

be facilitated so that if a batch/lot or date is used for an item identified, the screen display will 

show the same date field pre-populated for each item and allow user to make alterations to 

minimize key strokes. The illustration below is provided only as a tool to help explain the 

requirement. It is not anticipated that screen input will exceed 25 uniquely identified items per 

SDR due to the overwhelming amount of key entry, DAASC should design for maximum 

flexibility. (No upper limit for uniquely identified items is currently established for transactional 

exchange.) Allow user to indicate by check box/radial button that UID information is associated 

with the SDR. 

(b) Provide help screens for DOD WebSDR as indicated in Attachment 2. 

(2) Revise DS 842A/W as indicated at Attachment 3. Previously unimplemented 

capability corresponding with the above DOD WebSDR functionality will be implemented at 

DAASC. In addition, it will be implemented within Component SDR applications on a 

staggered basis during modernization or in accordance with OSD policy directive. Mapping and 

associated notes for ANSI ASC X12 formats are identified in the table. All changes are at the 

ANSI ASC X12 Version 4030. Changes will be carried over to XML equivalent transactions. 

DS 842A/W is intended to support the following data configuration. 

(a) At the transaction level, existing material identification is retained, e.g. 

NSN or part number/CAGE. Part number and manufacturer’s CAGE may be provided as 
optional supplemental information in addition to the NSN. 

(b) The UID loop provides specific UID information allowing flexibility 

to identify the item by the UII, and/or the serial number, and/or batch/lot. The UID loop is 

expanded to include capability to identify a date associated with each specific item (one of the 

following): Warranty Expiration Date, Shelf-Life Expiration Date, or Date Packed. The 

transaction structure will accommodate DLMS unique item tracking by serial number. This may 

be considered a transitional requirement which may be employed until the Components fully 

implement tracking by UII across DOD. In addition, the serial number, and/or batch/lot may be 

reported for informational purposed related to the discrepancy when not associated with UID 

policy. 

(c) The following related data elements are permitted by the transaction 

format but are not implemented at this time: Original Part Number, New Part Number, 

Enterprise ID, and UII Type. In addition, if the Issuing Agency Code was needed for the AIS 

system, it could be derived from the ANSI X12 qualifier which identifies the type of EID used 

when EID is carried in the transaction (e.g., the ANSI X12 qualifier for DUNS number is “1” 

from which the corresponding ISO standard IAC value of “UN” may be derived). 

(3) The UID loop is repeated for each item to be identified. 

5. REASON FOR CHANGE: OSD policy for UID states that the Unique Item Identifier 

shall be the primary pointer or key data element for the AIS. In support of this requirement, 

future logistics transactions must identify the UII. This change incorporates the UII as currently 

defined within DLMS logistics exchange transactions and provides maximum flexibility. The 

Financial policy and requirements for UID, once defined and documented, may influence or 

drive future UID implementation in logistics transactions and systems. 

6. ADVANTAGES AND DISADVANTAGES: 

 a. Advantages: 

 (1) Although specific logistics requirements for implementing UID have not been 

defined, this PDC supports the UID concept by incorporating UID functionality in DS 842A/W. 

This change is intended to provide flexibility in transmitting related UID/UIT data requirements. 

 (2) Provides capability for UIT by UII in DS 842A/W.

b. Disadvantages: None specifically identified; however, UID implementation policy 

is evolving and additional changes may be required to modify or enhance the transactional 

exchange as outlined in this proposal. 

7. IMPACT: Publication(s): DOD 4000.25-M, DLMS, Federal IC for 842A/W and 

corresponding DLMS Supplement. Supporting procedures to be published under separate 

cover. 

; Unique Item Identification (UID) information. 
Check to display entry screen for serial number, batch/lot, or unique item identifier. If no UID 

information is associated with this SDR, just leave unchecked.

Unique Item Identification (UID) Information 

Item 1: 

Batch/Lot Maximum length: 20 positions 

2/REF01/2600 Code BT, Batch

Serial Number Maximum length: 30 positions 

2/REF/01/2600 Code SE, Serial Number 

Unique Item Identifier Maximum length: 78 positions 

2/REF/01/2600 Code U3, Unique Supplier Identification Number 

Toggle for: 

Warranty Expiration Date 

Shelf Life Expiration Date 

Date Packed 

CCYYMMDD 

02/DTM01-02/2500/512 

02/DTM01-02/2500/511 

02/DTM01-02/2500/510 

Item 2: 

Batch/Lot Maximum length: 20 positions 

2/REF01/2600 Code BT, Batch

Serial Number Maximum length: 30 positions 

2/REF/01/2600 Code SE, Serial Number 

Unique Item Identifier Maximum length: 78 positions 

2/REF/01/2600 Code U3, Unique Supplier Identification Number 

Toggle for: 

Warranty Expiration Date 

Shelf Life Expiration Date 

Date Packed 

CCYYMMDD 

02/DTM01-02/2500/512 

02/DTM01-02/2500/511 

02/DTM01-02/2500/510 

Item 3: 

Batch/Lot Maximum length: 20 positions 

2/REF01/2600 Code BT, Batch

Serial Number Maximum length: 30 positions 

2/REF/01/2600 Code SE, Serial Number 

Unique Item Identifier Maximum length: 78 positions 

2/REF/01/2600 Code U3, Unique Supplier Identification Number 

Toggle for: 

Warranty Expiration Date 

Shelf Life Expiration Date 

Date Packed 

CCYYMMDD 

02/DTM01-02/2500/512 

02/DTM01-02/2500/511 

02/DTM01-02/2500/510 

; Are there more UID items? 
 Attachment 1
WebSDR Help Information

Unique Identification (UID) of Items. UID policy and associated documentation is available 

at: http://www.acq.osd.mil/dpap/UID/. UID is the generic term that refers to the application of a 

set of data elements that is globally unique and unambiguous, ensures data integrity and data 

quality throughout life, and supports multifaceted business applications and users. DOD 

WebSDR supports identification of material using its Unique Item Identifier (UII) or by serial 

number and batch/lot number. In addition, it may be relevant to include the batch or lot of the 

discrepant material for information when not required for uniqueness under UID policy. 

Unique Item Identifier (UII). An identifier used in unique item tracking programs or in 

accordance with DOD policy to uniquely identify an individual asset used within the DOD. The 

UII is a common database key without regard to the data set construct being used. It may be 

derived from a DOD-approved commercially-accepted identification methodology [e.g., Vehicle 

Identification Number (VIN)]; or a composite (concatenated) structure defined by the DOD. 

Formation of the UII relies upon two primary methods of serialization: (1) Serialization within 

the enterprise and (2) Serialization within the original part number of the enterprise. Regardless 

of which numbering system is used, the UII must include the identification of the enterprise. 

The UII must be recorded in the Item Unique Identification (IUID) Registry maintained by the 

Defense Logistics Information System in order to be recognized. It may be derived from the 

machine- readable elements within an Automated Information Technology (AIT) marking 

medium. The UII itself may not be recorded on the item. 

Attachment 2 
DS 842A/W Revisions 

The 842 transaction allows for more data and functionality than will be implemented at this time. 

Yellow highlighting identifies data elements which pertain to this specific PDC implementation. 

Blue highlighting identifies corrections recommended under the PDC. 

Item 

# 

Location DS 842A/W Revision Reason

1. DLMS 

Introductory 

Notes 

Revised DLMS note 4 to read: 

4. This transaction may be used to provide item unique identification 

(UID) information. Refer to the UID web at URL: 

http://www.acq.osd.mil/dpap/UID/ for DoD policy and business rules. 

Administrative change. 

2. DLMS 

Introductory 

Notes 

Added ADC 174 title to list of DLMS Changes to DLMS note 5.

- ADC 174, Inclusion of Data Supporting Unique Identification (UID) of 

Items in DLMS Supplement 4030 842A/W WebSDR (Supply). 

Indicates this DLMS change is 

included in the DLMS 

Supplement. 

3. 2/HL03/0100 I Item 

DLMS Note: 

Use to identify UID data consistent with UID data requirements. The UID 

data is carried in the REF and N1 segments; the NCD segment is required 

by ANSI syntax; and no other segments are used in the UID loop. Use a 

separate UID loop for each item. Skip this level when not applicable. The 

UII value and some of the associated data elements are future DLMS 

enhancements and require coordination prior to use. These elements may 

not be received or understood by the recipient’s automated processing 

system.

Existing note modified for 

clarification. 

4. 2/NCD/2300 Begin a new NCD loop for each UID loop. The UII value and some of the 

associated data elements are future DLMS enhancements and require 

coordination prior to use.

Existing note. 

5. 2/REF/2600 DLMS Notes:

1. Use in 2/HL/0100 UID loop to provide UID information. Repeat the 

REF segment within each UID loop to identify relevant UID information. 

2. This transaction will support item identification based upon the UII or 

the serial number. Data elements associated with the UII may be identified 

separately. Use the appropriate data elements to satisfy the desired 

functionality.

Existing note. 

6. 2/REF01/2600 2. Use codes separately or in combination, to 

identify appropriate information for unique item 

tracking (UIT) or reporting under UID policy.

Existing note. 

7. 2/REF01/2600 BT Batch Number 

Use in UID loop to identify the batch, lot, or production run related to the 

discrepant material (when REF01 code U3 for UII is not applicable).

Existing note corrected. 

Batch and Lot entry fields have 

been combined. Batch/lot is 

considered one field in DOD 

AIT standards. 
Item 

# 

Location DS 842A/W Revision Reason

8. 2/REF/01/2600 PM Part Number 

2. Use in UID loop to identify the applicable part number. This will be the 

original part number when associated with the UII. This is a future 

enhancement. An ANSI data maintenance request has been prepared to 

request a new code qualifier for Original Part Number for future use. 

SE Serial Number 

Use in UID loop to identify the serial number (when REF01 code U3 for 

UII is not applicable). 

QW New Part Number 

Use in UID loop to indicate the current part number when different from 

the original part number identified 

in the UII. This is a future enhancement.

Existing note corrected for 

clarification and increased 

flexibility. 

9. 2/REF01/2600 U3 Unique Supplier Identification Number 

Use in UID loop to identify the UII value. Cite the UII in REF03. Cite the 

serial number, when applicable,

in REF02. When a batch, lot or other type of production run number is 

included in the UII for uniqueness, this number will be cited in the REF04.

An ANSI data maintenance request has been prepared to request a new 

code qualifier for Unique Identifier Type for future use. 

Existing note for clarification 

and increased flexibility. 

10. 2/REF02/2600 DLMS Note: 

Use to indicate serial number when REF01=SE.

Existing note. 

11. 2/REF03/2600 DLMS Note: 

Use to indicate UII value when REF01=U3. 

Existing note. 

 2/REF04/2600 T0 Dealer Type Identification 

Use to provide the UII Type, e.g., VIN, UID1, UID2, etc. Use with REF01 

Code U3. This is a future enhancement. An ANSI data maintenance 

request has been prepared to request a new code qualifier for UII Type for 

future use. 

Existing note. 

12. 2/N1/2800 N1 Segment level note :

Use in UID loop to identify the Enterprise Identifier.

Existing note. 

13. 2/N101/2800 

IAT Party Executing and Verifying 

1. Use to indicate the Enterprise Identifier (EID) responsible for the UII. 

This is a future enhancement. An ANSI data maintenance request has been 

prepared to request a new code qualifier for Enterprise Identifier for 

future use. 

2. The value of the UID Issuing Agency Code (IAC) may be derived from 

the qualifier used for the 

Enterprise Identifier. Use only N103 qualifiers for which a corresponding 

IAC is noted.

Existing note. 
Item 

# 

Location DS 842A/W Revision Reason

14. 2/LQ/3340 Delete DLMS Note: 

Use for UID reporting to identify the specific discrepancy code applicable 

to the UID information provided in this NCD loop. 

This functionality was intended 

to allow a specific discrepancy 

code to be associated with a 

specific uniquely identified 

item. This was to have been 

one of the original report codes 

and not an increase in the 

number of codes available. 

This would be complex and 

minimally beneficial. It will be 

deleted if Components concur. 

15. 02/DTM/2500 Open DTM and segment note:

DLMS Note: 

Use in UID loop to associate a date with a specific batch/lot or 

item as identified by UII or serial number. 

Add DTM01 qualifiers: 

512 Warranty Expiration Date 

511 Shelf Life Expiration Date 

510 Date Packed 

Enhanced capability. 

Allows user to associate a date 

with the specific uniquely 

identified item.